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Host an Event in Oshawa

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The City of Oshawa is an amazing place to host a special event or festival. We have a wide variety of venues including parks, arenas and facilities.

The City of Oshawa has made a commitment to further enhance and expand events within our City. Annually, the City of Oshawa hosts and/or facilitates many events and tournaments ranging from one-day celebrations to multiple-day festivals. These festivals and events range in attendance from 100 to over 30,000 with spectators attending from the local area and beyond.

This Event Planning Resource Manual contains important items and guidelines that an event organizer needs to consider before and during the application process. We have included many municipal, regional and provincial resources to assist you. This resource along with the Community Events Team and many specialists throughout the City will work to assist you with the successful implementation of your event.

Hosting an Outdoor Event in Oshawa

Approval from the City of Oshawa is required for events that are open to the public with any of the following:

Thank you for considering Oshawa as a location to host your event, tournament or gathering. This resource is to help you with the development, coordination and implementation of your event.

The City of Oshawa has made a commitment to further enhance and expand events within our City. Annually, the City of Oshawa hosts and/or facilitates many events and tournaments ranging from one-day celebrations to multiple-day festivals. These festivals and events range in attendance from 100 to over 30,000 with spectators attending from the local area and beyond.

This Event Planning Resource Manual contains important items and guidelines that an event organizer needs to consider before and during the application process. We have included many municipal, regional and provincial resources to assist you. This resource along with the Community Events Team and many specialists throughout the City will work to assist you with the successful implementation of your event.

Any pre-planned one-time, annual or infrequently occurring temporary activity (no more than 10 consecutive days during any calendar year) ;

Involves the use of, or having impact upon, public property and/or City owned/leased/controlled facilities, parks, sidewalks or street areas;

Requires a permit(s) and/or pre-approval from the City;

Involves the use of any city services that would not be necessary in the absence of such an event;

Can be organized by a private, charitable or not-for-profit organization or individuals;

Admission can be free or fee based.

Make Note:

Potential additional costs:

Road Closure/ detours signs

Event fencing

Garbage & recycling containers- removal of containers

Tables and chairs

Security & Municipal Law Enforcement

Licensing

Litter clean-up to programs that will enhance visitor experience

Damage of property

Type 1: Street Events

Any event that takes place on a street or sidewalk and requires a road closure. Street events consist of, but are not limited to runs, walks, and street parties. A street event does not include parades; this is a separate type of event.

All fees are to be determined at future meetings with City Representatives. All street events require a permit.

It is advisable that you contact a City Representative 6 to 12 months prior to your event.

Type 2: Park, Trail and Facility Events

Concerts, festivals, sports events/tournaments, community picnics, festivals and exhibits are all examples of events that could take place in a park, City facility or along a trail. Parking lots can also be booked for use. Fees are based on the General Fees and Charges By-law.

It is advisable that you contact a City Representative 12 months prior to your event.

Type 3: Events that combine type 1 and 2

An event may include using a street, sidewalk or trail and renting a park or facility.

It is advisable that you contact a City Representative 12 months prior to your event.

Type 4: Private Property

Events on private property do not require permission and permits from the City of Oshawa except when: The general public is invited or a street is being closed

Example: You are hosting an event on private property and:

Post to the public (private invites do not apply)

Close a street

Serve alcohol to public

Selling food to the public

If your private property event falls into any of the above categories it is advisable that you contact a City Representative 6 months prior to your event.

Type 5: Parades

The City of Oshawa offers four (4) standardized parade routes throughout Oshawa. Each route outlines the length of the parade, specific streets that are authorized for the parade, as well as marshaling and dispersal areas.

The following parade routes are based on current stakeholder routes which were already established and frequently used in the community by event organizers. Event organizers would have the option of selecting one of four routes to choose from:

The Memorial Route is meant to be utilized for remembrance and memorial parades which originate at the Oshawa Armories.

Special circumstances may be considered where an alternative parade route may be required. In these cases, staff will work with parade organizers, Durham Regional Police Services and other stakeholders to facilitate these special parade routes.

It is advisable that you contact a City Representative 12 months prior to your event.

Upon receipt of a written request from a community organization for proclamation of a day, week or month in recognition of a significant community event and/or requesting the flying of a community organization flag, the City Clerk Services branch review the merit of each request and approve or deny the request based on the Proclamation and Flag Raisings Policy.

A letter proclaiming the event and Certificate of Proclamation, if requested, and/or approval to fly their flag will be forwarded to the organization following the approval.

Prior to submitting a request, please review the policy.

To request a proclamation, submit your request including information about the cause or event being proclaimed and a point of contact within the organization to City Clerk Services (located at Oshawa City Hall) no less than 10 business days prior to the first date of recognition.

Permits and Fees

Every event is unique. Depending on the activities planned by an event organizer, there are permits that an event organizer might have to acquire.

Festival and Event organizers must abide by the City of Oshawa Municipal Alcohol Policy which identifies areas and events where alcohol is prohibited, conditional use of alcohol, conditions under which alcohol use is permitted (and enforcement procedures for policy violations).

Any event that holds a live auction must apply for an Auctioneer Licence. The licence covers the person for one year and the person must provide a Criminal Reference Check from the Police Department no more than 30 days in advance of the event.

Silent auctions do not fall under this requirement, however there may not be incentives to participate (i.e.: prizes).

Drones

Drones are becoming a popular tool used at events. Regulation of drones is monitored through Transport Canada. Any drones that are part of an event needs to have a Special Flight Operator Certificate.

Filming

Filming of all kinds (e.g. movies, television productions, music videos) in the City of Oshawa requires the completion of a Filming Location Permit Request application.

The application form should be submitted at least 10 days before production. You are required to have an approved form on hand at the event in case of inspection.

Visit the Filming Office at Oshawa City Hall for more information on filming in Oshawa.

Food Concessions

Certain locations within the City of Oshawa contain food concessions, therefore these concessions must be given first right of refusal in providing your event catering needs.

If your event includes vendors who will sell food to the public, they must apply for a Short Term Food Shop Licence and submit the Special Event Licence Application, for which there is administrative fee. As the event organizer, you are responsible to submit a Special Event Coordinators Application, with a list of vendors to Durham Region Health Department.

Food vendors will also have to submit a Special Event Vendor Application (to receive the above licence) to Durham Region Health Department (no cost) in addition to obtaining a Short Term Food Shop Licence.

Food Trucks (Mobilized Food Vendors)

Street Food Vendors can apply for a licence to operate in the City of Oshawa on an annual basis, therefore allowing them to attend your event without additional licensing fees. Contact licensing@oshawa.ca for details.

Group Picnics

If your event includes a group picnic at Lakeview Park, permits are required for groups of 20 or more. The Lakeview Park offers a variety of reservable spaces which can accommodate many groups of various sizes.

Visitors must obtain a permit through the Facility Booking Office in advance of holding a picnic or visit to Lakeview Park.

Visitors who do not obtain a permit prior to their park visit will be approached by Municipal Law Enforcement Officers and/or Parks Services staff to provide proof of their permit applications. Municipal Law Enforcement Officers can issue tickets and accept credit card payments on-site.

Small groups of 19 or less are best suited to Area E and do not require a permit.

Hot Air Balloons

Events that wish to have a hot air balloon on site must follow the guidelines. A hot air balloon is a registered aircraft in Canada regulated by Transport Canada under the Canadian Aviation Regulations. If the Balloon operator plans to offer paid passenger rides as part of the event they must have a Special Flight Operations Certificate issued by Transport Canada.

Inflatables

Many events use inflatables, also known as jumping/bouncy castles. Any inflatable ride including jumping castles or other portable amusement service requires a Carnival Licence. The unit provider fills out the licence within three weeks in advance of the event.

All providers must have TSSA approval and device permits. The event organizer must receive written consent from residents within 100 meters if applicable to location. More information can be obtained from Licensing Services.

Lottery Licence/Games of Chance

If you wish to host a lottery, 50/50 draw or any other game of chance at your event, municipal council has the authority to issue licences for most lottery events conducted in their community. It is the municipality’s responsibility to determine if organizations are eligible to purchase lottery licences by reviewing documents specified in the Alcohol and Gaming Commission of Ontario Lottery Licensing Policy Manual. Please allow 45 days for the completion of an eligibility file.

If your organization has established eligibility, you may apply for Lottery Licence to hold lottery events. Please allow 15 calendar days after the approved eligibility to process the lottery licence.

Event organizers who wish to have vendors selling items at the event will require a Peddler – Class B Licence (handmade artisans excluded from this requirement). Upon application, the applicant must include the following documentation:

• Proof of $2 – 5 million General Liability Insurance naming the City of Oshawa as additional insured

• Proposed list of vendors

• Site plan detailing the location of all participating Peddlers subject to the Director of Municipal Law Enforcement Licensing Services approval

Road Closure or Use of Road, Sidewalk or Trail

Whether your event is large or small, the design of your event may require the closure of a road. With any road closure, there are fees, which will be determined when meeting with the Events Committee. These fees can include costs related to: closing a road, bagging meters, providing signs for the closure, and additional barriers provided.

The fee associated to a Road Closure is dependent on the length of time and location of the closure. An application for a Road Closure includes use of sidewalk or trail, which is at no additional charge.

Route marshals are required based on the scope of the closure. The amount will be determined upon approval from City and or Durham Regional Police Services.

Tents and Temporary Structures

Tents or canopies can be essential for any event to aid in protection from the elements. There are size limitations and other rules surrounding tents and temporary structures in the City of Oshawa. Depending on the size and location of your tent or temporary structure, you may require a Building Permit. See below for general information regarding tents and temporary structures:

Permit is not required for a tent or a group of tents if the area(s) is 60 square metres or less, not attached to a building and 3 metres from a structure

Design by an architect and field review by a P.Eng are required if a tent is more than 225 square metres

Permit processing is 10 business days or longer

Staking is not permitted in any park. If you require the ability to stake you must apply to have locates completed at your own cost with a minimum notice of four weeks. Sand or water bags are recommended to use as weights for tents.

Tents must not be set-up before the permit time of your contract

Application form for a tent larger than 20x30. The Building Permit Office at City Hall at 50 Centre Street South.

By-laws, Rules and Restrictions for events

Municipal by-laws help to keep our City a safe and enjoyable place to work and live. Copies of these or other by-laws can be obtained by contacting Service Oshawa.

Animals

The City of Oshawa has a Responsible Pet Owner policy for animals being at outdoor events. The City of Oshawa has a By-law Schedule A 12-2010 for prohibited animals in the City. Please refer to the list under the Responsible Pet Owner Policy to obtain a list of animals prohibited.

The City of Oshawa has a ban on the use of all personal cooking devices, (propane, charcoal) including BBQs in City parks. Visitors should provide and bring prepared food to the park for their enjoyment. The Jubilee Pavilion provides catering for picnics at Lakeview Park.

A BBQ is considered: any portable cooking device including Hibachi, BBQ, hot plate.

Fireworks

The City of Oshawa’s Firework By-Law (By-law 59-2014) governs the use of fireworks in the City. The City of Oshawa requires that anyone wishing to discharge fireworks obtain a Fireworks Discharge Permit.

Event organizers are required to abide by the Noise By-law for their event.

The Noise By-law provides standards for noise and applies to all properties within the City of Oshawa and is enforced by Municipal Law Enforcement. The intention of the By-law is to reduce the impact of unwanted sound on the residents of the City.

The Noise By-Law prevents persons from making, causing or permitting any noise, at any time, which is likely to disturb the quiet, peace, rest, enjoyment, comfort or convenience of the inhabitants of the City of Oshawa.

Some events may cause more noise. Based on location, some venues such as Memorial Park have a higher level of ambient noise before any additional noise from the event.

Respect Check Policy

The Respect Check is a code of conduct policy that identifies inappropriate behaviours and how they should be addressed when it occurs in any City facility or in association with any service, program or event provided by, or associated with the City of Oshawa.

Sponsorship

Festival organizers often require sponsors to help fund their event. The City of Oshawa reserves the right to pre-approve all sponsors, partners, participating groups and advertising on City property.

Any sponsors or advertising companies whose reputation could prove detrimental to the City’s public image.

Organizers may allow partners and sponsors naming rights for their event and event title but may not rename any city assets or property. Organizers should require the sponsor/partner to provide an insurance certificate.

Staking, Digging and Locates

Staking and digging are not allowed in City of Oshawa Parks. Any event that needs to stake tents must receive approval from the Parks supervisor, receive locates through Ontario One Call, and provide a copy to the Parks Supervisor at least 3 weeks in advance of the event.

Vehicles in Parks

No person may park, drive or operate any vehicle in any park except in designated parking areas, driveways and roadways. Exceptions may be made pending approval from Parks staff on a case by case basis. The request must be made 10 days prior to event to fbo@oshawa.ca.

Funding opportunities for your event

The City of Oshawa offers a few types of financial assistance. The Financial Assistance Policy and Application outlines the funding programs that are available. There are three methods in which organizations are provided support: Anchor Grants, Partnership Grants and Waiver of Fees.

All financial assistance information can be found at the City Clerk Office at City Hall or online.

The City of Oshawa will require payment up front. If application is approved your account will be reimbursed.

Anchor Grants

The Anchor Organization program approved by Council recognizes dedicated groups that are deemed to be "Anchored Organizations". These groups have demonstrated their commitment to working with Oshawa based, not-for-profit community organizations that provided beneficial programs and services to the community over the past several years.

To request an Anchor Organization Application Form, email budgets@oshawa.ca or contact 905-436-3311, ext. 2165. The applications are normally due early October of the previous year.

Partnership Grants

Oshawa based not-for-profit groups and organizations can apply for a waiver of fees. These organizations and groups must demonstrate the ability to deliver programs, events, or activities that the City or its organizations already supported by the City, would not normally provide and that could benefit all citizens of Oshawa.

The waiver of fees is for not-for profit organizations only. The Request of Waiving Fees is accepted twice annually based on when the event is held i.e.: Intake 1 is December 1 for any events taking place January 1 to June 30 and Intake 2 is due June 1 for any events taking place July 1 to December 30. This waiver applies up to $500 of fees accrued through City of Oshawa services.

Running a Safe, Accessible and Environmentally Friendly Event

The City of Oshawa encourages all event organizers to ensure their event is safe, accessible and environmentally friendly.

Accessibility

The City of Oshawa is committed to the development of an inclusive, healthy and safe community by providing accessible programs, services and facilities for everyone to enjoy. To assist event planners in creating an inclusive event, please refer to the Province of Ontario’s Guide to Accessible Festivals and Outdoor Events.

Please note that if you have one or more employees, your festival has legal requirements to meet on accessibility. If your festival has 20 or more employees, you must report to the government on how you are meeting these requirements.

To find out if your organization is required to comply with the accessibility of Ontario Disability Act, visit the A.O.D.A. Compliance Wizard provided by the Province of Ontario.

Eco-Friendly

Event organizers should consider ways to minimize the event’s environmental impact. The City of Oshawa is committed to Environmental Responsibility. Our community has a strong environmental ethic and the right to clean air, clean water and safe food.

Make your event water bottle free by providing a water buggy to refill recyclable bottles

Consider selecting an event site that is easily accessible by foot, bicycle or transit

Avoid date specific signage so that signs are reusable

Lessen your garbage by having re-useable plates, utensils and cups

Provide a bike valet system or shuttle bus

Fire/Emergency Services

Fire Services

The City of Oshawa, Fire Chief (or designate) will determine the level of fire protection required and to be provided at your event. Supplemental protection costs will be the responsibility of the event organizer. This payment is directly to the City of Oshawa.

The Durham Regional Police Service will determine the required level of police supervision. The cost of pay duty Police required for an event will be the responsibility of the event organizer. Arrangements and related costs made directly to the Durham Regional Police Service at Oshawa@drps.ca.

The Durham Regional Police Service will also determine auxiliary availability for events, and the event organizer must request this service well in advance of the event date.

First Aid, Safety and Durham Regional Paramedic Services

The City recommends that there are staff/and or volunteers at your event that are First Aid and CPR certified to ensure safety of all of the participants and workers.

Paramedic Services

The event organizer will provide confirmation that emergency services have been notified of their event.

Recommendations:

Paramedic services on site throughout the event operations

Designated First Aid Station, which is clearly marked (if paramedic services are not being provided)

Designated volunteers and staff that have current First Aid and CPR

Create an Emergency Plan

Insurance and Risk Management

To ensure your event runs smoothly:

Ensure the appropriate application(s) is accurately completed, signed and submitted to City of Oshawa well in advance of the event

Ensure other parties affected by the event have been properly notified in advance

Be mindful of others setting up for, during and after your event. i.e.. noise if close to neighbours, clean up after picnic, etc.

Insurance

You will be required to arrange insurance coverage during the event you are hosting. The City of Oshawa will determine the appropriate type of insurance and amount of coverage needed.

Insurance coverage is required to protect both you, the host of the event, and the City of Oshawa, the provider of the Event Facility, from claims that may arise due to the event.

You may arrange insurance coverage through your own means, by using an insurance broker or direct with an insurance company, or by arranging through the City of Oshawa Facility Booking Office.

You will be required to provide proof of insurance coverage in the form of an Insurance Certificate that must be acceptable in all respects to the City of Oshawa.

Safety - Hydro and Security

Hydro

Larger events that include electrical equipment and large generators require an ESA electrical permit and an electrical inspection in addition to any permits required by local municipalities – it is the law! Arrange permits four to six weeks in advance of your event.

Midways, amusement devices, and food vendors that use generator power each require an ESA electrical permit. Organizers should obtain the ESA permit number from all vendors and operators and keep it on file at the site office.

Download an ESA permit and inspection application form.

Security

Some events, especially those with alcohol served, security personnel is required. Any event in the City of Oshawa held at a City owned facility, City of Oshawa’s third party security must receive the contract.

Oshawa’s security service is delivered through a third party security firm that provides 24/7 security at City Hall, mobile security patrols of other City facilities, management to the Oshawa Corporate Security Control Centre, and on demand guard services for Committee, Council and certain other special activities/events.

The provincial by-law protects residents and workers within Durham Region from the serious health hazards associated with exposure to second-hand smoke. Durham Region Heath Department enforces the by-law through ongoing inspections and in response to complaints. Fines may be issued. The Smoke-Free By-law states that it is illegal to smoke on and within 20 metres of children’s playgrounds and publicly owned sport fields and surfaces.

Make sure your event has an area designated smoke-free, post “no smoking” signs at entrances and exits to the smoke-free area.

Depending on the size and nature of your event, managing event waste can be challenging. Parks Operations provides litter bins for garbage and recycling (cans and bottles only) for outdoor events based on the number of attendees. Arrange for these items during booking process.

The event organizer is responsible for managing waste and providing litter cleanup during and after their event. It is highly recommended that the organizer of the event appoint volunteer(s) to clean up litter during and after the event. The City of Oshawa is expects that the area or facility is returned in the same manner as it was received: clean and free of litter.